Responsibilities
JOB SUMMARY
The Director of the Executive Office is responsible for managing and coordinating the activities of the Executive Office and providing high-level executive and strategic support to the organization’s senior executive.
The role serves as a central coordination point between the senior executive and senior management, departments, committees, and key stakeholders. The position is responsible for following up on executive directives and decisions, coordinating strategic and cross-functional matters, monitoring priority issues, and ensuring that critical actions and initiatives are effectively followed through.
The role requires a high level of professional judgment, discretion, confidentiality, leadership, analytical ability, communication skills, and a strong understanding of organizational operations and executive decision-making.
KEY RESPONSIBILITIES
• Manage and oversee the day-to-day operations and workflow of the Executive Office.
• Serve as the primary coordination point between the senior executive and senior management, departments, committees, and key stakeholders.
• Translate executive directives, decisions, and priorities into clear follow-up actions and monitor their implementation.
• Follow up on strategic and operational matters assigned by the senior executive and provide regular updates on progress, challenges, delays, and required actions.
• Coordinate cross-functional matters involving multiple departments and ensure effective communication, coordination, and follow-up.
• Review and consolidate reports, proposals, recommendations, and submissions received from various departments and highlight key matters requiring executive attention.
• Prepare executive briefings, summaries, presentations, talking points, reports, and decision-support materials for the senior executive.
• Maintain an overview of major institutional initiatives, projects, priorities, decisions, and critical pending matters.
• Monitor important developments and identify emerging risks, operational challenges, and unresolved issues requiring escalation.
• Coordinate and follow up on high-priority projects and initiatives assigned by the senior executive.
• Organize and coordinate senior-level meetings, committees, and executive engagements, including agendas, briefing materials, and required documentation.
• Attend meetings and prepare accurate and comprehensive minutes of meetings, documenting key discussions, decisions, recommendations, assigned responsibilities, and deadlines.
• Maintain a structured record of meeting minutes and follow up on action points and decisions arising from meetings to ensure timely implementation.
• Circulate approved meeting minutes and action points to the relevant departments and stakeholders and monitor responses and completion.
• Follow up on decisions and recommendations resulting from executive and committee meetings and provide status updates to the senior executive.
• Ensure effective communication and follow-up of executive decisions and instructions with the relevant departments.
• Monitor the status of requests, reports, recommendations, and pending matters requiring executive review or approval.
• Coordinate with senior officials, institutional stakeholders, government entities, committees, and external parties as authorized.
• Support the senior executive in preparing for high-level meetings, official engagements, visits, and important institutional events.
• Handle sensitive, confidential, and time-critical matters with the highest level of discretion and professional judgment.
• Ensure that the senior executive receives timely, accurate, concise, and relevant information to support effective decision-making.
• Monitor the effectiveness of internal coordination and follow-up mechanisms and recommend improvements where appropriate.
• Coordinate the work of personnel assigned to the Executive Office and ensure effective utilization of available administrative and executive support resources.
• Represent the Executive Office in meetings and coordination activities when delegated.
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Qualifications
• Bachelor’s degree in Business Administration, Management, Economics, Law, Public Administration, Finance, Communications, or a related field. A Master’s degree is preferred.
• Minimum 5–7 years of progressively responsible experience in executive management, strategic coordination, institutional management, senior administration, or a similar role.
• Proven experience working directly with senior executives, government officials, boards, committees, or other high-level decision-makers is highly preferred.
• Strong understanding of organizational structures, institutional processes, governance, and executive decision-making.
• Demonstrated ability to coordinate complex, cross-functional initiatives involving multiple departments and stakeholders.
• Excellent analytical and problem-solving skills, with the ability to assess complex information, identify key issues, and prioritize matters requiring executive attention.
• Excellent written and verbal communication skills, with the ability to prepare high-level reports, executive briefings, presentations, meeting minutes, and official correspondence.
• Excellent ability to accurately document discussions, decisions, recommendations, action points, responsibilities, and deadlines during meetings.
• Exceptional organizational and time-management skills, with the ability to manage multiple high-priority and sensitive matters simultaneously.
• Strong leadership, interpersonal, coordination, and stakeholder-management skills.
• Ability to work independently, anticipate requirements, proactively identify issues, and operate effectively under pressure.
• Excellent proficiency in Microsoft Office applications, particularly Word, Excel, PowerPoint, and Outlook.
• Fluency in Arabic and strong English communication skills are preferred.